How to Model Primavera Activity ID and Quantity Measurement System using Multiple to Multiple in PowerBI

whenever I need to join Primavera Activity id to the quantity measurement system, I use this pattern, it did serve me well all those years, recently I started a new project where for the first time, I don’t get an extract using Excel but a proper live connection to SQL server 🙂

To get something quickly running, I started using the same approach, load Primavera export, unpivot the date and normalize it, every activity has a spread from 0 to 100 % then merge it to a Table from SQL server, all working as expected.

Although it works well, it is a bit clunky , specially that the export from Primavera does not change frequently, for the baseline maybe once a year and the forecast once a month,  so instead of merging the data using Powerquery, I loaded the Primavera data as a separate table, here what the model looks like

As you have guessed the Activity id is duplicated in both tables

Now the Metric I am looking for is how to spread the budget hours from the table BOQ using the spread ( 0-100 %) from Primavera, let’s say I filter 1 row from the BOQ the result should be something like this

As it is multiple to multiple if you simply multiply the hours X spread you get duplicate values

Planned_Hours_no_filter = sumx(Primavera, [remaining_hrs]*Primavera[Spread]) = 950K hours

Obviously, it is the wrong, the total remaining hours is 49K only, the maximum spread should be 49K (or less if some activities ID are not mapped.)

The solution is to create an explicit filter and get the hours only for the specific activiy ID

Planned_Hours = sumx(Primavera, CALCULATE([remaining_hrs],filter(BOQ,BOQ[Activity ID]=Primavera[Activity ID]))*Primavera[Spread])

And here is the result

I checked with the old model and all the results match, to be honest I am not a huge fan of multiple to multiple but in this case, it is worth it, less refresh time and got rid of two big tables.

you can download the pbix here

PowerBI Progress & Schedule Dashboard – By Darrin Kinney

I have recently been developing a series of videos that highlight the key features utilized in a progress and schedule dashboard. The videos showcase the capabilities of PowerBI dashboards in the Project Controls space. I have not seen dashboards effectively used in this way and want to share the valuable knowledge.

 

I have recently been developing a series of videos that highlight the key features utilized in a progress and schedule dashboard. The videos showcase the capabilities of PowerBI dashboards in the Project Controls space. I have not seen dashboards effectively used in this way and want to share the valuable knowledge.

This series is not meant to be a step by step guide. There are subtleties about this demo that may cause difficulties in the production environment. I would simply recommend you share this with your development team and discuss the pros and cons of your approach. Oftentimes, a more straight forward approach is more valuable when compared to endless development polishing an inferior product.

 

Part 1: The Showcase

This video gives an insight into the key capabilities of the dashboard. Having the ability to seamlessly review schedule activities, and how these contribute to the overall progress and forecast, is invaluable.

The ability to quickly dive into your schedule, without having to deal with the confines and limitations of your actual scheduling tool are also key features.

 

Part 2: The Excel Feeder Sheets

This highlights a simple Excel feeder sheet. Too often the time phased data that our schedules produce are not easily accessible in a digital format. I have built an excel file around a typical structure that project controls deals with. This structure will lend itself nicely to the steps that follow in converting the into a database format.

 

Part 3: PowerBI PowerQuery

Here we import the data from the Excel feeder sheets into the PowerBI platform. The use of PowerQuery is so embedded with the way PowerBI works. The steps you need to follow here are the similar to the steps you would need to follow in inserting the progress and schedule data into any formal data structure. The way we think about data is sometimes not compatible with the format that databases need. This is specifically around the need to “unpivot” time phased data.

 

Part 4:  PowerBI Measures and Dax

With all the data now structured and available to PowerBI, we need to now dive into the use of DAX to create Measures. A perfect example in the use of measures is in the generation of progress curves.

What might seem line a straight forward approach to drawing simple progress curves, is in fact (within the realms of PowerBI) not that simple. However, if you follow a logic approach and know what calculations are needed, the world is your oyster.

 

Part 5: Integration of JIRA and Agile Methods

In the (as of now) final installment of this series, I showcase a way in which we can integrate our PowerBI dashboard with a JIRA project. This approach is completely different from what you might expect. I don’t want to put a PowerBI dashboard ontop of my JIRA task list. I want to put a JIRA task list on top of my schedule.

The purpose of the dashboard is to extract the SCHEDULE data from the scheduling tool. When variations to prior forecasts occur, or where further detail is needed, we are often constrained because pictures, running commentary and discussion about each activity is not something that resides in our schedule. However, we can use JIRA to easily capture those elements and use our PowerBI dashboard and a linking tool to integrate everything together.

 

The Future: ???

There are still a lot of features and extensions that I have yet to formally discuss. The next steps are likely going to be a showcase of a SQL Server backend for this data. There is a lot of information that is missed in the way this dashboard imports data (specifically past budgets). Therefore visibility into changes is restricted.

Another interesting feature is the use of saw tooth graphs when budget changes occur. I have a clear vision for how this is possible, but perhaps not the development know how. I will definitely be passing my ideas on to a few more tech savvy than I, and will hopefully have something to say about that in the near future.

In general, the way in which dashboards and data are embedded into our work processes, is a field ripe for growth. It is also an endeavor that can greatly increase the visibility into project controls data and can also bring teams together using integrated tools like JIRA. As such, the future is bright and where we should always have half an eye looking.

 

Digital Strategy in Construction – The Videos

Within the project controls world – I have found the strategic approaches to digital strategy to perhaps be a bit lacking. They key is that nothing exists in isolation. You need a fully comprehensive approach Gaining awareness of what is out there, gaining clear understanding of the current capabilities of your staff and in general, being at the forefront of our technological world is what the future will bring

Specifically in the world of project controls, I have found the strategic approaches to digital strategy to perhaps be a bit lacking.  This was the key impetus for me to put together the presentation last year. For me, digital strategy is not about implementing PRISM or EcoSYS. It isn’t even about upskilling your staff. There are more holistic views that can enable users to operate smarter. Obviously, this goes hand and hand with systems and education. They key is that nothing exists in isolation. You need a fully comprehensive approach

The genesis of the ideas were several posts on LinkedIn and a Blog Post on Digital Strategy

I have posted each of these separately, but nice to have them all together in once concise post that I can reference in the future. There is a similar post on Agile in Construction

Digital Strategy – Dealing with Excel Hell

Excel Hell is where we all live and the area of our business that has seldom been touched by digital strategies. Perhaps times we start to think what we can do about it and move to the next step

 

Digital Strategy – Enter Data Once

The next step is Entering Data Once. This term is tossed around a lot, but the way we view and deal with this is a dogs breakfast. I don’t necessarily understand all the possible solutions, but perhaps the framing of the problem and discussions about what we can do about will stimulate some discussions.

Once we have data stored digitally, we can move onto the next step: Be Visual

 

Digital Strategy – Be Visual

The future is all about digital dashboards. If you are not in this space now, you will be in the future. Now that we have our key data stored in a digital format, we can start to move our reporting into the 21st century: BE VISUAL!

Whats in the Future?

I think the sophistication of many of the commercial software packages can in some regards leave my beliefs redundant. Companies like Sablono and JIRA not to mention a myriad of other providers are implementing many of the concepts I try to follow related to digital strategy.

Gaining awareness of what is out there, gaining clear understanding of the current capabilities of your staff and in general, being at the forefront of our technological world is what the future will bring

Thus, perhaps the most important strategy I can recommend

Digital Strategy – Follow all the latest Trends and know all the software capabilities

This is perhaps at the core of my beliefs. Unless you at the forefront, vision alone is not sufficient.

Digital Strategy – IT by itself does not solve your problems – its how you use IT

SharePoint / PowerBI / Primavera P6 Integration – By Darrin Kinney

Which mix of applications will improve your construction progress reports? Understand simple steps, like adding comments to SharePoint and quickly publishing Primavera construction data through Excel, Access, and PowerBI.

I have dreamed about the ability to easily integrate many of my favorite applications. A few technological roadblocks had prevented me from pursuing this, but I am finally in a position to showcase what I view to be a quite seamless integration chain and management process.

Our key objective is to

  1. View our schedule activities
  2. Allow our area specific team to provide commentary on each activity (if we view the activity deviating from our plan or perhaps need to include notes about key interfaces)
  3. Allow our project wide team view our comments
  4. Provide a tool to present schedule and progress aspects of our area

Note that I still view JIRA as providing a tool that immediately makes this post redundant.  Although, in lieu of everyone jumping on JIRA, let’s dive right into an interesting use case of common applications.

Primavera

Primavera exported to Excel

For this example, I am using dummy schedule data. The ideas here are quite universal and can be used with any schedule. Care should be take to ensure proper filtering to avoid ever displaying too many activities.

The key objective here is to be able to export our activities to Excel and then upload the data into a SharePoint list. Tools, such as XER reader, provide the ability to quickly move activities into Excel.

SharePoint

Here, a lot of interesting hacks and strategy come into play.

Digital Strategy – Enter Data Once

SharePoint is a perfect tool for editing data in one location, and to source it in many different ways without having to reenter it.

The first thing we need to do is create a list.

so02_sharepointlistsetup

You can insert a few more columns to pull in Plan Dates, or prior updated dates. However, we are only looking at a comments functionality with this list. We can live with a very stripped down data set (and leave PowerBI to capture everything at a later point).

SP03_sharepointList

The above view is what you would see in the edit view on your SharePoint website. This functionality is fast and allows a team to provide a much more concise internal list of comments specific to each activity (or perhaps only key interface activities).

Where the above doesn’t work? It doesn’t work in situations where we might have a chain of comments. SharePoint allows effectively free text fields. We can enter multiple lines of data for each comment and include dates inside the comment for when the comment was made. There are more sophisticated data models that would allow for multiple comments to be actioned on each activity. However, this example is a lightweight solution — using easily available, off-the-shelf technology. From this point, we dive into your standard PowerBI template.

An URL with predefined filter criteria applied to the SharePoint list is simple. However, we need to use this with caution, because we may end up with 1000s of activities in SharePoint and it will be hard to update this in the future.

Microsoft Access

It is possible to directly edit a SharePoint list using MS Access. In this example, we get constant updates from our contractors on dates. Keep in mind, the SharePoint list is not the management tool for the dates or progress (however — looking at the above, it can be!).

To allow for the list to be bulk updated with new dates and progress figures, we can utilize a query in MS Access. I am a firm believer in the ability for MS Access to facilitate moving data between different systems.

PowerBI

In this example, I will be using an existing template I have previously discussed (follow this link to the Construction Progress Reporting post).

Construction02

Where reports in PowerBI fall over, is that users have a difficult time actually being engaged as managers of the data. We do not have an easy ability to provide context or comments to specific data elements.

Here, we can immediately see that we can interface this dashboard with our SharePoint list. In our PowerBI queries, we can link to the SharePoint list.

SP04_sharepointPBI

As our schedule data is unique per ScheduleID, and our SharePoint list is unique per ScheduleID, we can link these 2 tables together and pull the comments into our table.

SP05

The resulting comment can the efficiently placed on a custom tooltip.

Extensions

As with any comment, it is important to include an indication of criticality. In the above picture, we don’t have an indication if a comment exists, and if a comment does exist we do now know if its important. Therefore, in our SharePoint list, we can use an extension to insert a traffic light in the cell. Then on the PowerBI visual, a traffic light is displayed using a small, colored circle. This would allow for quickly glancing at all the activities and being able to quickly drill into a critical comment.

This is different from looking at Total Float or Variations. Typically on-site, various activities have issues for various reasons that may not have anything to do with float or variances. These may be risk-related issues we are trying to prevent, or perhaps gets others to understand. This approach to comments is exactly what can lend value to a project.

How to Keep Your Primavera P6 Clean?

This article addresses to all the schedulers and project professionals who import schedules into scrubbing P6 databases, remove undesired data, export the cleaned XER, and then import to a production database or share with third-parties such as contractors or sub-contractors.

If it happens to you to go through such a process, then you might want to read this article and see the better way to “clean” a XER file, prevent external data from corrupting your database thus maintain security and keep schedule integrity.

You can achieve this with a simple tool called ScheduleCleaner.

Now, I want to explain how the tool works and how you can benefit from it.

How to get started with ScheduleCleaner?

ScheduleCleaner is a desktop application for Windows operating system. It’s not connected to a database, and does not require internet connection to use it.

The “cleaning” process of an XER file can be achieved in 5 steps as explained below.

  1. Launch the software;
  2. Add an XER File;
  3. Select the output folder;
  4. Click on the categories of data you want to remove;
  5. Click “Clean” button.

As you can see, there is no manual work, no editing of a XER file in Notepad, and no scrubbing databases.

Steps to "clean" XER file with ScheduleCleaner

The software is intuitive, easy-to-use, and works offline as a standalone desktop application.

What’s more important, the software does not modify the original project plan. Instead it creates a copy and modifications are saved in the new file. The original project plan remain untouched.

Now, let’s see what you can accomplish with this tool in more specifics.

Removing POBS

If it takes a lot of time to import XER file intro Primavera P6 database, POBS data might be the reason for that.

Overall, the POBS defect affect the performance of the application and users lose valuable during the import operation. According Oracle, the POBS data is not used yet:

“We do not utilize the POBS table yet we export/import the data from this table when completing XER Export/Import. The XER export/import should be written to exclude this data with XER export/import operations of P6 Professional.”

The removal of POBS data can be done manually, but the process is prone to errors and can be time consuming.

The impact of all these errors when managing global data in an enterprise, will ultimately result in a polluted database and unconscious mistakes on a project level.

So using a tool for removing POBS data is desirable.

You can see a significant difference of the file size before and after cleaning POBS which greatly affects the time needed to import XER file into a Primavera P6 database.

Imagine the time that can be saved for larger XER files.

Remove Units, Rates, Cost, Pricing, Progress

As the purpose of exporting data files in XER format is to transmit project data to another database, in many cases data should be kept private. For example, a general contractor wants to send the project to a sub-contractors, but without the cost of resources.

Another examples is related with the GDPR regulation. Namely project schedulers and managers share files that contain sensitive information such as resource names that can disrupt the guidelines of the GDPR.

To be GDPR compliant, companies need to hide/anonymize confidential information, and ScheduleCleaner is the perfect tool to easily and securely protect sensitive information.

Just by clicking checkboxes, users who want to share the XER schedule can pick certain categories of data that want to be removed from the schedule before sending to third-parties or upload to a Primavera P6 database.

Before “cleaning” prices
After “cleaning” prices

Mask Project Data

Similar as removing certain categories of data, you can also mask project data.

The only difference is that with masking, you can add custom codes, labels or text for the specific categories.

Add Prefix/Suffix

Inserting prefix or suffix to different categories in the project plan, can give additional information to the person who reads the information and acts according them.

To add Prefix/Suffix, you need to select the template that will contain Prefix/Suffix, select the appropriate category, and add the terms that will be words’ prefix or suffix.

Then, you go to “Clean” ribbon and click on the “Batch” button. The end result when adding prefix/suffix are given in the image below.

Converting Data

The software features an option to convert Global and EPS activity codes to Project Activity codes and EPS to Global Activity Codes. The activity codes are important to schedulers and planning engineers when creating different types of work performance reports.

So here are the type of categories that can be converted with ScheduleCleaner:

  • Convert Global/EPS to Project Activity Codes.
  • Convert EPS to Global Activity Codes

Moreover, you can convert Global calendars that are used in the project plan into project and shared resource calendar. In this way, you will avoid errors when importing the XER file into P6 database.

Save time with process automation

Who doesn’t want automation? Automation saves time and gives a sense of comfort and security.

Here, it’s not actually a full automation because you still need to click on a button in order to perform an action or combination of actions. But this is quite useful when you have a set of actions that need to done on a daily basis such as sending a daily progress report to top management or uploading recent progress into a database.

Automation is ScheduleCleaner is viable through creating Templates, save them and apply to imported XER files.

Batch Clean

“Batch Clean” is a feature that works with templates. User must create at least one template and assign it to a file in order to use the batch file cleaning.

“Quick Clean” on the other side is more suitable when user wants to modify very small number of project files, while “Batch Clean” is useful when large number of data files, usually located in different folders, need to be modified.

Final Words

ScheduleCleaner enables you to quickly remove or anonymize confidential data in XER data files exported from Primavera P6, while keeping the schedule integrity.

It replaces the many work when “cleaning” XER file prior to sharing the file or import to a production database.

As the manual process of removing or anonymizing project data is time-consuming and unreliable, performing Batch Clean in combination with Templates can speed up the process.

Organizations can significantly improve their productivity, communication and security by integrating ScheduleCleaner in their working environment.

Construction Progress Report – PowerBI – by Darrin Kinney

A quick and easy construction progress and schedule dashboard.

I have previously outlined an approach that can be used for Engineering Progress.

This post is an extension to that which instead of looking at engineering model development, instead looks at construction development. I don’t want to delve too much into the details about exactly how this was built (again see the post above).

Some big differences is that I have used a resource assignment view. in addition to the date metrics This allows for resources histogram and progress curves to be quickly sorted down to an activity level. This approach also follows a prior post Resource Analysis Dashboard .

Construction02

The data

Construction01

The underlying data is very similar to our engineering progress example. We can use a flat file export direct from P6 with a standard set of columns. As I have mentioned before, you can achieve this in a SQL query as part of a larger data model, although with everything, a delicate balance is needed (balancing database formalism and easy excel solution)

We will also have the resource assignment data

Construction06data.JPG

The WBS Slicer and Area Selection

Construction03_wbs

This design element doesn’t work for project with too many WBS elements. For this example, each major area only has about 10 WBS elements, therefore I could pull this off with no drama. I really prefer this selection as opposed to drop downs where it is often difficult to quickly make  selection.

The Pie and Metrics

Construction04pies

Here we follow much of the look and feel I used with the engineering progress; however instead of just using activity count metrics, I have also inserted hour and percent complete metrics. There is nothing fancy about these.

The Data Table

Construction05table.JPG

I’ll sound like a broken record again, when you have a good design with one aspect of a project, you can likely take that and run with it for many other areas. In a following post I will detail this systems engineering aspect to nearly everything we touch.

Obviously the key inclusion into the table is the budget units and %’s. I still prefer these tables views vs the GANTT views. Having clear visibility into the last month dates, the prior month dates,  and variances is the purpose of this view.

The Future

Again, the extension of this are endless. At this stage, we are starting to see how pre filtered views provide more focused dashboard as compared to a one size fits all. Sitting in an EPCM world, most of the detailed activities and schedules are managed by our contractors. Thus, this construction view is more suited to using an export from a contractor Level 4 schedule.

At some point, we will need to begin to discuss an overarching design where a user can navigate to our various dashboard in a logic way.

Happy data wrangling!

Level 1 Reporting – Source Excel Data – By Darrin Kinney

Who doesn’t love the glossy Level 1 reports our project produce. But really, when you look into these beauties, really understand the difficulty that goes into them. What follows is first a description of what a typical Level 1 report is, and how we can structure our excel based data to be a bit smarter.

This is by no means a fully comprehensive guide on this subject. It is instead just a primer to get us thinking about how we feed data into our reports.

Who doesn’t love the glossy Level 1 reports our mega construction projects produce. But really, when you look into these beauties, do you really understand the difficulty that goes into them. What follows is first a description of what a typical Level 1 report is, and how we can structure our excel based data to be a bit smarter (which is the real message to this article).

Interspersed with hopefully be a few key strategy points which can guide your work.

I’ll then showcase how you can take what will now be structured data and upload into a powerBI visual (although the process to capture the data into any database and drive any visualization tool would be the same)

Strategy – Don’t be afraid to use excel (not everything needs to be automated)

Key Elements of a Level 1 Report

Cost and Progress

L1_01

Here we are presented with:

  • Overall progress curve
  • Financial Status
  • Cost & Commitment curves

Some may argue what to lead with – for me its always %. No bigger value highlights where your are more than what % are we. Not displayed on the image above is a data series reflecting how many people are have and comparison against planned. People achieve progress. Its impossible to talk progress without talking how many people we have. The graphs provide enough enough context to allow for discussions about productivity without having to muddy the waters

The cost sections should include visibility into what our final forecast costs will be (and comparison against baseline). Underneath that key metric are a few sub items such as how much contingency we have, a few cost curves associated with spend profiles and commitment profiles.

Schedule and Narrative

L1_02
Yes, my secondary critical path finishes after the first – gotta love random data!

The schedule aspects of a Level 1 report are always tricky. Do we need to only display the final project milestone? For me, on major projects no single DATE has any meaning. Thus even on a Level 1, I still prefer to include 10-15 dates that represent some key aspect of the project. All dates should be compared against what we said last month to highlight current month variances, and dates should be compared against our project baseline (or whatever current approved version thereof).

The narrative section of a Level 1 can nearly always be updated by simply reading the progress, cost and schedule tables. Just put words to the graphs. Key adders here are insights into RISKs. What may come in the future that will alter what we are saying today!

Safety

As always, safety metrics are also usually front and center. For me, this has always been a difficult aspect of our jobs. A political correctness that is forced into our reporting. Don’t get me wrong, safety is the most important aspect of a project. So, including a safety table somewhere on the Level 1 is always done. For this article, I want to instead focus on the key project control elements and data integration.

Level 1 Data Structures

So, we all know what a Level 1 report looks like, and I would fathom we can all mostly agree these are the elements included and can be rolled out as a standard for any major construction contractor. Most of our reports likely already report this information in some manner or another. The entire point of this article is that we should really focus on entering the data in a smart data centric way so that if you want to automate anything down the line, you have the foundations to do so.

At this stage, I don’t want to talk about the source data used to generate your summaries. We can leave that for a later discussion.

Key Data Domains

  • Progress
  • Cost
  • Schedule
  • Narrative

We are aiming towards consistency here and want to actually represent all the data required for our key Level 1 chart to be housed in a database. Therefore we need to have structure.

Strategy – Do not focus on systems, focus on DATA

A critical strategic element in my approach is that I do not care what systems you use. Our reporting is not a function of our systems (at least in this step 1 phase). We instead need a structure from which we can extract data and as easily as possible, move that data into a template or format in which we can drive our level 1.

If you go down the path to seamlessly integrate source systems with a Level 1, you unwittingly constrain yourself.

Progress Data

Typically our (time phased) progress data will be sourced from Primavera. There are other systems where the progress data may live, but again, that isn’t the focus of this article – I don’t care where it lives and neither will any seasoned project controls manager. We just need to know it exists and has a common structure

L1_03

Here, a few key notes, use a consistent data format. The above structure is how all your progress data should be housed, not just Level 1. All time phased data, all the way down to Level 5 detail items should be managed in a data structure, not a fancy formatted excel file. Trust me, updating a table such as the above will serve you in the long run. Even if your data is fully managed inside a system such as P6 or PRISM or ECOSYS or COBRA, you should be able to at least extract Level 1 into the format defined above.

Cost Data

You guessed, we can capture our Level 1 cost data in exactly the same format

L1_04

In the graphs we are building, there are only 11 specific datasets. Only 4 of these require update on a period basis. So again, we really boil this down to something simple.

Strategy – Do not over complicate anything in your Level 1 layer

The implementation of the specific data model I have outlined above fits the strategic approach to keep your level 1 simple. Any project can implement this data model for Level 1 with without any integration into source systems. Level 1 can be updated by the project controls team doing a few copy-pastes into excel to capture project wide data. Again, I would assume your teams already do this, but perhaps end up copying this data into various other corporate systems as well.

Schedule Data

Again, we are keeping a simple approach and only capture the required information.

Here, we are forced into a different structure. So whereas the cost and progress data can fit the same data model (as seen above), we will need a different template for schedule dates. We will typically be using Primavera, as such this model fits P6, but the idea is universal.

L1_05.JPG

I do not believe this information can ever be fully automated from our scheduling systems. These paths will continually be adjusted. The planning lead will always refine what activities are being tracked to be displayed on the Level 1. Behind the scenes, there are tricks upon tricks to pull the dates, however, again, we are talking about the data layer here, not necessarily HOW you get the data into this format.

It is entirely possible to have the assignments encoded into P6 activity codes. Therefore, it would be possible to integrate your Level 1 data directly into either the source P6 database, or an XER export. In my experience, any automation that is attempted in this arena (for Level 1 data), is futile. We are only talking 10-15 key activities. Let you lead planner sort out how they get the data into this format. Again, our strategy is to not over complicate this. If the data is provided to a digital team in the format about, you are for all intents done.

The model above only captures the finish dates. If added visuals with simplified GANTT charts are needed in your Level 1 (and will be discussed in my next Level 2 article), you would have to edit the above.

The nice value of the above structure is that we have effectively created an interface, an integration layer, between what will be P6 data and our dashboard. The list of what activities can easily be edited by way of a sharepoint list. Then, in your data model, you can link on scheduleID to pull the relevent date data (I suspect many do this).

Narrative

Too often, narrative comments are shuffled between parties via email, entered into several documents, edited, customized, etc. The project controls team is always struggling sourcing commentary from various sources, and in my experience, we end up entering in something ourselves.

Level 1 data structures have to fit into these complications. In this realm, sharepoint offers a canned solution by way of sharepoint lists.

Strategy – If Technology already exists, use it

Strategy – Technology can be used in innovative ways – use a mashup mindset to use existing technology in a new way

I find that sharepoint lists offer unparalleled capabilities for commentary. However, for lists to be really functional, they need to be embedded into FORMS or some routines that provide export functionality

In this example, I have mocked up a simple INFOPATH form that could represent our sharepoint fields.  The sky is the limit when it comes to existing technology that can automate the capture of this type of commentary.

The value adder here is that instead of allowing unstructured comments (via email or manually marking up a word , excel or power point file), we have structured comments that are housed in a database and that database can be updated in a distributed manner using WEB based technologies.

L1_06.JPG

The above would be a web based form which will be updated by the associated responsible parties. However, we can’t quite import a form into our data model. When the above form is filled out, the data will be stored in a data model (which we will have to design first before we can even build the form above). Thus, what we are looking for is something akin to the below

L1_07

The above is just a table in an excel file, but again, when we house data in this format, it can naturally flow into a database. That is what we need to focus on. Even in our excel reporting world, if you can capture commentary in this tabular data centric way, you can still link to it from your main dashboard tabs to be “smarter” in how information is managed.

Strategy – Focus on the DATA! (I can’t say this enough)

Everything we do can be captured in a data model. Every report we design should be able to pull direct data out of a data structure. Thus, before we add anything to reports, first consider the entire flow of data required.

 

Putting it all together

At no point in time in the above have I had to rely on a source system. However, I have been able to take a typical Level 1 report and extract everything from it. I have taken this data and outlined a data model (in simple form) that can drive not just 1 project, but an entire corporate endeavor in this space.

As with everything, nothing novel here. Many companies already have systems that capture some of this information. This is more just a thought experiment for those that perhaps do not have a clear data model that supports level 1 reporting. It also highlights the discussion topics of “what are the manual steps” – because there will be manual steps in getting the data into the right format.

For me, everything above has to be manual at some point up or down the food chain. Your projects and portfolios need to have the discussions about where this type of Level 1 data is housed. If all projects already have this data in consistent databases, all you need to do is query that source. Everything discussed here is system independent. You can easily generate these data tables by way of query a source system directly (if you can), but I have not limited or require that approach

Strategy – Whatever you do, allow for flexibility

A Dashboard?

Even though my data model is entirely excel based, the data structure is very powerful. I can, in quite automated steps, import and convert these datesets into a more database model and thus gain value from dashboards that wouldn’t be custom for your project, but could drive an entire portfolio (and when you see how this scales to Level 2 data and beyond, the worlds your oyster).

If you actually want to proceed with a dashboard, and if you have your data as outlined above, here is what you can do with it. In fact, I would recommend that your source tab in excel that is driving your dashboard looks like the below.

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Raw data captured

The above data isn’t “immediately” friendly for digital reporting. A few transformations are required. The key steps involved are (the below was done as just an example using PowerQuery)

  1. Unpivot the Timephase date columns
  2. Pivot the the “SeriesName” column to create a unique “Column” for each dataset (this is need to create unique lines on our dashboard graphs)

L1_09.JPG At this stage, we have a nicely formatted table and we can now import into PowerBI. The intent here is not to showcase a beautiful Level 1 dashboard in PowerBI. My intent is more to showcase the data structures need to drive a dashboard. With the above data, we get pull each data series into graphs, tables, cards, KPI metrics, etc.

Our model has tagged each record with a “As-Of” date. Thus you can utilize this structure to have your dashboard display ALL prior months by way of a slider or select. Given more advanced skills, you can also pull out metrics about current incremental values vs what we said last month. Although, I feel those metrics are best served in Level 2 report where more detail is available.

Apologies for the look and feel below, I just pulled in the data to showcase that indeed you can drive a dashboard with what is effectively just a few lines of data that every project already has. We can bring together cost, schedule, progress, and commentary quite easily and in a very data friendly way.

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CONCLUSION

For me, there is no substitute for an excel based dashboard. The value in this for me is ensuring that when I produce a Level 1 Dashboard (in Excel), I should give consideration to ensuring my data is structured appropriately. This gives us a fighting change to perhaps go down the path of creating a more digital world. It also allows for perhaps more flexibility in dealing with Level 2 data to maybe have some real automation of rolling up of data.

Whats Next?

Level 2 obviously. I hope to showcase how the same ideas and concepts here can also help you structure your raw excel based Level 2 data to perhaps be better utilized in a more digital world